课程门户-章节详情

职场实用英语

董云鹏

1 Meetings商务会议
- 1.1 Needs Analysis
- 1.2 Opening a meeting
- 1.3 Presenting information
- 1.4 Problem-solving
- 1.5 Explaining and Clarifying
- 1.6 Agreeing and Disagreeing
- 1.7 Summarizing and Closing
2 Business Negotiation商务谈判
- 2.1 Need Analysis
- 2.2 Preparing to negotiate
- 2.3 Opening the negotiation
- 2.4 Making proposals
- 2.5 Reaching agreement
- 2.6 Involving others
- 2.7 Concluding the deal
3 Telephoning电话沟通
- 3.1 Need Analysis
- 3.2 Focus on listening
- 3.3 making calls
- 3.4 Receiving calls
- 3.5 Receiving and Leaving messages
- 3.6 Dealing with problems
- 3.7 Conference calls
4 E-mailing电子邮件写作
- 4.1 Need analysis
- 4.2 Getting started
- 4.3 Structuring your message
- 4.4 Being clear and concise
- 4.5 Choosing the right level of formality
- 4.6 Getting the tone right
- 4.7 Checking before you send
5 Sociallising商务社交
- 5.1 Opening a conversation
- 5.2 Making conversation
- 5.3 Building rapport
- 5.4 Entertaining
- 5.5 making arrangements
- 5.6 Leave-taking
6 Presenting商业报告和演示
- 6.1 The first few minutes
- 6.2 Using equipment
- 6.3 Organizing what you want to say
- 6.4 Maintaining interest
- 6.5 Dealing with problems and questions
- 6.6 Summarizing and Concluding总结和结束

Structuring your message

1 structuring ...
2 文本与参考答案

合理安排邮件内容

学习内容提要:

▲ Differentways of structuring e-mail messages, particularly replies

安排邮件内容的不同方式，特别是回复邮件的不同方式

▲ Useful language for introducingmain and supporting points

(e.g. firstly, …; as a result of …) and for directing the reader (e.g. please see below)

介绍要点信息和辅助信息（如: firstly,…; asa result of …）以及引导读者（如：please see below）的实用表达

Context 情景

请看一下以下邮件的节选部分，这些节选展示了人们回复邮件的不同方式，将每封邮件与一个或多个主题对应起来

meeting report software results

Dear Steve

Thank you for your e-mail. Please see my responses in between your requests below.

Best wishes

Louis

＞Please could you give me the production figures for last August ?I need to send them to

head office by the end of the week.

They’re on your desk.

＞I need to see all the production staff on Thursday. Can you ring around and arrange a

suitable time for everyone, and then book a room?

The meeting will startat 4 p.m. and will take place in theboardroom.

Dear Martin

Thank you for your e-mail. Please could you give me a call on extension 343 to arrange a time when I can come and look at your computer.

Best regards

Janet

‑‑‑Original Message ‑‑‑

From: M.Monroe

Sent: 28November 2003 09:45

To: J. Cooper

Subject: Computer problems

Dear Janet

Please could you take a look at my computer, which keeps crashing？I think this is as a

result of the new program I’ve loaded onto it recently to help us keep track of distribution.

Dear Rachel

Thank you for your e-mail of 11^th Marth about the internal monthly production report. A

summary of the report can be found below this message. It is divided into three parts:

1 scheduling

2 production

3 distribution

Please could you forward the relevant information to staff in your unit.

Best regards

Joseph Meek

1 Scheduling

New schedules were developed by production working group, as a result of a discussion held between employee representatives and management on 24^thFebruary.

Presentation 语言呈现

合理安排邮件内容

1 a再看一遍上述邮件，这些邮件使用了下列哪些方法来安排内容?

1 Include the whole of the previous e-mail beneath your reply.

2 Quote relevant parts of the previous message.

3 Summarize in the first few lines the purpose of the e-mail, and provide additional information below.

4 Keep your message short and provide an attachment (e.g. in Word, Excel, PowerPoint) containing further details.

b 思考一下每种方法的优点和缺点。

2 a 你会采用练习1中的哪些方法来回复下面这封邮件？说明原因。

To: [your e-mail address]

From: H.Beam@ibu.com

Subject: Visitors on 23rd August

Dear [your name]

Thank you for agreeing to show the visitors around the plant on 23rd August between 2.30 and 4.30. I would appreciate it if you could let me know which areas you plan to visit so that I can finalise the itinerary.

Please could you also let me know what Health and Safety clothing the visitors will need, if

any.

With grateful thanks

Helena Beam

b 写出你的回复邮件

3 要确保你的邮件内容条理清晰，还要注意哪些因素？将你的想法和下面的指导建议进行比较。

Reading on screen can sometimes be different, so try to keep your e-mail as short as possible. The receiver should not have to scroll down too far to read the whole
message.
Ensure your main points can be found easily. Introduce each one clearly (e.g. Firstly, …)
Use short paragraphs which are well spaced. Ideally, each paragraph should contain one main idea.
Direct readers to the relevant part(s) of your message (e.g. See below …).
Consider numbering or bullet points,using headings and sub-headings, or
highlighting key information (e.g. at 3 p.m.).

介绍要点信息和辅助信息

4 Johannes Steiner 是BTP公司德国区的生产经理，请看下面他回复欧洲生产主管Martin Kilsby 的邮件，并回答以下问题:

1What are the main points?

2 How does he introduce the supporting points, e.g. explanations in support of the main points （This is due to…）and the implications of these points (This will lead to…)?

To: m-kilsby@btp.com

From:j-steiner@btp.com

Subject：February production figures

Attachments：

Production_march_12.xls

Dear Mr Kilsby

Please find attached the latest production figures for BTP Friedrichshafen,Karlsruhe and

Baden, as mentioned in your e-mail of 9^th March. I would like to draw three points to your

attention in relation to these figures.

Firstly, you will notice that production at Friedrichshafen has risen by more 25% compared to the last quarter. This is as a direct result of taking on 75 new production staff at the plant.

Secondly, production rates at Karlsruhe factory were 15% lower than in the previous quarter. This fall is due to unexpected technical difficulties with the new machinery for the production line. These problems have led to delays of up to twelve hours at a time.

Finally,in response to growing demand for industrial chemicals from the Far East, the Baden plant plans to increase production from March onwards. This means that the company will need to recruit as many as 100 additional shop-floor staff to cover the extra shifts proposed.

If you have any questions or would like any further information, please do not hesitate to

contact me.

Bestregards

Johannes Steiner

I am writing to remind you all that the February production figures are due in by the end of

the week.

Best regards

Martin Kilsby

5 a找出邮件中用于介绍要点信息（main points）和辅助信息（supporting points）的词汇和表达，填入下表。

Main points	Supporting points
firstly	due to

b再从“情景”部分中的邮件中找出相关词汇和表达，填入上面的表格中。

6 参考第30页上的练习1和第31页上的练习3，想一想还有没有其他方式来合理安排Johannes Steiner 的邮件内容。

引导读者

7 翻看本单元到目前为止出现过的所有邮件，找出用来引导读者注意不同信息的表述，补充下面的表格

Practice 演练

介绍要点信息

1 重新排列下列单词的顺序，组成一封邮件报告的6个要点信息。

1 the company firstly plans invest to new machinery €5 million in

2 production have rates increasedsecondly by 25%

3 there is products growing ourthirdly demand for

4 the company decided finally 100 has take to new on staff.

5 the company’s firstly has there achange to the been policy.

6 finally product will invested bein $100,000 development

介绍辅助信息

2 完成以下邮件中的辅助信息。

1 I apologize for the delay in sending thisreport.This is due to ...

2 We have experienced a number of productionproblems. This is as a result of ...

3 As agreed, €500,00 will be invested in new machinery over the next five years, which will mean that ...

4 There’s been a recent decision to expand theplant. This will probably lead to ...

5 We have decided to take on 25 new productionstaff. This is in response to ...

6 Owing to ..., there will be delays to thedeliveries to the warehouse.

7 Because of ...,we hope to be able to providea better service in the future.

引导读者

3 从框中选择合适的单词将下列句子补充完整。

Information below between

attached paragraph after

1 As state in your original message________ , the deadlines are very tight.

2 Please see the suggested production schedule ________ .

3 My responses are in ________ each of the points raised.

4 See________ 3 below for employees’ recommendations.

5 My responses can be found directly ________ each of your questions.

6 See the attached file for further ________ .

合理安排邮件内容

4 请听BTP 公司西班牙巴伦西亚工厂生产经理的语言留言，然后写两封邮件：

1 one mail to the Production Manager confirmingthat you will do what he requests

2 one mail to the staff

小贴士

要确保手头有准确翔实的信息和数据来支撑你的主要观点。

根据下面的笔记写出邮件，确保内容安排条理清晰。

Main points supporting points

1 €50 million expansion to plant ●building three times bigger

●higher productioncapacity

● better facilities

●improved goodsdespatch area

2 sixnew factories ● at least 150new jobs

● wider range of products

Consolidation 巩固练习

1 想一想你需要写的一封工作邮件。

2 在第104页学习资料部分的表格里，列出你的要点信息和辅助信息。

Main points	Supporting points


Useful words and phrases

3 写出邮件。

4 回顾一下你写的内容，邮件的条理清楚吗？

Reference 重要词汇和表达

Useful phrases 实用表达

Introducing main ideas 介绍要点信息

Firstly,...	首先，......
Secondly, ...	其次， ......
Thirdly, ...	第三，......
Finally,...	最后， ......

Introducing supporting ideas 介绍辅助信息

This is as a result of delays in installing the new equipment.	这是新设备安装延迟造成的。
Outputwill be reduced because of the industrial action.	劳工行动将造成产量缩减。
This is due to difficulties we are experiencing with the machinery.	这是由于我们遇到了一些机器方面的一些难题。
Thisis in response to an increased demand for the new product.	这是为了满足市场对新产品需求的增加。
This will probably lead to short-term disruption.	这将可能导致短期中断。
Thiswill mean that our production capacity will increase.	这意味着我们的生产能力将会提高。
Therewill be a short delay in responding owing to the postal strike.	邮政工人罢工将会导致回应短暂延迟。

Directing the reader 引导读者

See below for further information.	更多信息请参见下文。
Figures can be found below.	具体数据信息参见下文。
See paragraph 3 for full details.	详情参见第三段。
Please find attached ...	随信附上........
As you can see in the attached file,...	你在附件中可以看到，......
Point 4 above deals with ...	上面第四点是关于.....
My responses can be found directly after each of your questions.	我在你的每个问题后直接附上我的答复。
As stated in your original message below, ...	正如你下面的原始邮件中说到的，.....
A summary of the report can be found beneath this message.	报告总结见该邮件的下方。

Vocabulary 词汇

Visiting a factory 参观工厂

expand /ɪkˈspænd/ v.扩大；增加	expansion/ɪkˈspænʃən/ n.扩大；
facility/fəˈsɪlɪti/n.设施；设备	factory/ˈfækt(ə)ri/n.工厂
goods dispatch area 发货区	health and safety（clothing）健康与安全（服装）
industrial chemicals 化工原料；工业化学品	Install/ɪnˈstɔl/ v.安装
invest/ɪnˈvɛst/v.投资	itinerary/aɪˈtɪnəˌrɛri/n.预定行程
machinery/məˈʃin(ə)ri/n.机器；机械	plant /plɑːnt/n.工厂
schedule/ˈʃɛdjuːl/n.日程表	shift/ʃɪft/n.轮班
shop-floor staff （工厂的）普通工人

Production 生产

capacity/kəˈpæsɪti/n.生产能力	cost/kɒst/n.成本
productionline 生产线	manager/ˈmænɪdʒər/n.经理
operative/ˈɒp(ə)rətɪv/n.操作工人；技工	problem/ˈprɑbləm/n.困难；问题
rate/reɪt/n.比率	target/ˈtɑːɡɪt/n.目标

学习建议

可以将新学的词汇和表达写在卡片上，在卡片的表面写出其中文意思。

Review 复习

1 从本单元里，你能找出多少个可与production搭配使用的词？

Example :production manager

2 重新排列下列单词，组成完整的句子。

1 investment the is higher expectedthan firstly

2 production our targets than 15%are lower year last secondly

3 as high rates production inShanghai are as finally those Beijing in

4 production in rise a to in thisis response

5 increase changes the will lead toproduction in an capacity

3 a 请听来自BTP公司瑞士区生产经理Martine Burckhardt 的语音留言。留言中他让你代表他给Martine Kilsby发一封邮件。听录音并记下邮件中需要包含哪些信息。

b 假设以下是你写的邮件，检查一下对事实的陈述是否有误。

To: m-kilsby@btp.com

From: k-beck@btp.com

Subject: Production report btp_prod_rep.doc

Dear Mr Kilsby

I am attaching the production report for the last quarter, on behalf of Martine Burckhardt.

Please note that production rates at the Zürich plant were lower than expected. This is because of problems experienced with the newly installed production equipment.

The rates of production in Geneva are almost the same as those in Lucerne.This is as a direct result of the new staff recruitment policy.

The Basel branch is likely to close by November. This will mean that some production staff will soon be asked to relocate to Lucerne.

If you would like further information about the report, please contact Martine Burckhardt on

extension 493859.

Best regards

Kevin Beck

4 请看以下邮件节选以及你在听报告期间记的笔记。写封回复邮件，并检查邮件的内容安排是否条理清晰。

I am writing about yesterday’s presentation in which Martin Kilsby outlined changes to BTP’s future strategy.Unfortunately, no one from the German sites was able to attend.

I would be grateful if you could send me a summary of the issues raised, which I will forward to the other production managers in Baden, Karlsruhe and Friedrichshafen.

Best regards

Luca Joekel

●will move production ofModel 364 overseas

→ need to lower production costs

● will invest in website

→ growing client interest in ordering products via the Interent

● will sell in euros

→ need to update systems and inform clients

Transcripts

2.1

Hello,this is Jose Garcia speaking. Er,as you know, I’m going to be on leave for a week from tomorrow. Could you do me a favour while I’m away? Er,please could you send an e-mail to all the production staff to inform them of investment planned for the Valencia plant and the implications of this. There are some notes on my desk,by the way. Er,thanks very much.I’ll see you when I get back.

2.2

Hi,it’s Martine here.I’m going to be out of the office all day. Please could you e-mail Martin Kilsby the production report for the last quarter?The file’s in the usual RTP folder on the server. Thanks,Could you mention that Zurich’s disappointing rates are because of problems with the old equipment they’ve got, and that Geneva’s rates are twice as high as those in Lucerne due to the new recruitment policy? Finally, some Basel staff will be moving to Lucerne when their factorycloses...probably by July. Er.thanks,goodbye.

Answer key

Context

A results; meeting

B software

C report

Presentation

1 a 1B 2 A 3 C 4 not used

	Advantage	Disadvantages
1	●good for short e-mails ● helps keep the thread	●can lead to lengthy e-mails
2	●good for longer e-mails ● helps make the e-mail easier to follow/ less confusing	●too little context can lead to misunderstandings
3	●lets the reader see early on what is required of them(to delete,file,respond, etc.) ●easier for people who preview messages-only have to read first 5-6 lines to know what the e-mail is about	●people may prefer following information as attachment(easier to file, etc.)
4	●enables you to keep the formatting of a document(e.g.PDF) ●saves you from putting a lot of information in the body of an e-mail	● can contain viruses ● some companies block all e-mails with attachments or those over a certain size(e.g.50k) ●large attachments may take a long time to receive or block someone’s e-mail in-box

4 1Friedrichshafen has risen by more than 25％ compared to the last quarter; Production rates at the Karlsruhe factory were 15％ lower than in the previous quarter; the Baden plane plans to increase production from March onwards

2 This is as a direct result of...;This fall is due to...;These problems have led to...; Finally,in response to...;This means that...

5 See Reference section on page 38.

7 See Reference section on page 39.

Practice

1 1 Firstly, the company plans to invest € 5million in new machinery.

2 Secondly,production rates have increased by 25％.

3 Thirdly,there is growing demand for our products.

4 Finally,the company has decided to take on100 new staff.

5 Firstly, there has been a change to the company’s policy.

6 Finally,100,000 will be invested in product development.

2 Suggested answers

1 This is due to difficulties we are experiencing with the new machinery.

2 This is as a result of delays in installing the new machinery.

3 ...which will mean that our production capacity will be higher,

4 This will probably lead to short-term disruption to products.

5 This is in response to an increased demand for our latest products.

6 Owing to the sudden increase in demand for Model XE 12,...

7 Because of the increased investment,...

3 1 below 2 attached 3 between 4 paragraph 5 after 6 information

4 Suggested answers

1 Thank you for your phone call.This is just to confirm that I’ll send the e-mail you asked me to while you’re away.Best regards.Louise

2 To all staff:

I am writing on behalf of Production Manager Jose Garcia to confirm two things.

Firstly, HQ has agreed to a € 50 million expansion of the main plant here in Valencia.This will mean that the factory will be three times its current size and have a higher production capacity.In addition,due to the development,staff will have better faciliteis and there will have be an improved goods despatch area.

Secondly,the company plans to open six new factories in Spain,which will lead to the creation of at least 150 new jobs.More factories also means the company can manufacture a wider range of products.

Please see Jose Garcia for further information.

Best regards

Louise Davies

Review

1 department,line,report,capacity

2 1 Firstly,the investment is higher than expected.

2 Secondly,our production targets are 15％ lower than last year.

3 Finally,production rates in Shanghai/Beijing are as high as those in Beijing/Shanghai.

4 This is in response to a rise in production.

5 The changes will lead to an increase in production capacity

3. a The e-mailshould say:old production equipment; twice as high as those inLucerne close by July.

4 Suggested answer

Dear Mr Joekel

As requested in your e-mail of 22^ndFebruary, I am writing to inform you of changes to company policy confirmed by Martin Kilsby.

1 The production of Model 364 will move overseas next year.This will mean that production costs will fall by up to two-thirds.

2 As a result of more clients wanting to place orders over the Internet,$1 million will be invested in the company’s website.

3 The company has decided to sell all its products in euros from April onwards,This means that all our systems will have to be updated and clients will need to be informed. If you have any questions about the above,please contact me directly for further information.

Best regards

Jessie Walker

图片预览